Career and Technical Education (CTE)
Levy Recalculation Web-Based
Reporting System
User’s Guide
Updated July 2016
Table of Contents
Purpose.........................................................................................................................................................4
124D.4531 CAREER AND TECHNICAL REVENUE. .................................................................................4
Subdivision 1. Career and technical revenue. ........................................................................................4
Subd. 1a.Career and technical levy. ....................................................................................................5
Subd. 1b.Career and technical aid. ......................................................................................................5
Subd. 2.Allocation from cooperative centers and intermediate districts. ........................................ 5
Subd. 3.Revenue guarantee. ................................................................................................................5
Subd. 3a.Revenue adjustments. ..........................................................................................................5
Subd. 4.District reports. .......................................................................................................................5
Subp. 4a.Career and technical education. ..........................................................................................6
Subp. 31.Secondary career and technical education. ........................................................................ 6
3505.2500 INSTRUCTIONAL PROGRAM APPROVAL. ........................................................................... 6
UFARS PROGRAM DIMENSIONS ...............................................................................................................7
UFARS OBJECT CODES .............................................................................................................................9
Secondary Career and Technical Education Staffing Worksheet ............................................................. 10
Secondary Career and Technical Education Program Budget Worksheet ............................................... 11
Part 1 MDE Secure Login ............................................................................................................................13
User Roles and Responsibilities: ............................................................................................................. 13
Directions for a New User - ......................................................................................................................14
MDE Secure Login – User Authorization Agreement Page ...................................................................... 14
User Registration Profile Page .................................................................................................................15
User Registration Profile Complete Page................................................................................................. 16
User Registration Website Access Request Page.................................................................................... 16
MDE Secure Login –User Request Access - Select District(s) ................................................................. 17
Application Request Confirmation Page................................................................................................... 17
Directions for Users with access to other MDE password-protected websites.......................................... 18
Directions for a Forgotten Password ........................................................................................................ 18
Directions for User to Update Profile Information or Change Password ................................................... 20
User Profile Page.....................................................................................................................................20
Modify Profile Confirmation Page.............................................................................................................21
Change Password ...................................................................................................................................22
Change Password/Enter New Password ................................................................................................. 22
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Part 2 District User’s Guide .........................................................................................................................23
User Roles and Responsibilities: .............................................................................................................23
General Information/District Selection ...................................................................................................... 24
Select Fiscal Year and CTE Program ...................................................................................................... 25
Cost Allocation to Other Districts .............................................................................................................25
Budget Entry Process – Classroom Support ............................................................................................ 27
Budget Entry Process – Contracted Services .......................................................................................... 29
5-Year Curriculum Plan ...........................................................................................................................31
CTE Programs – Additional Classroom Support ...................................................................................... 32
Budget Entry Process – Budget Summary ............................................................................................... 32
Budget Entry Process – Submit Budget/Expense .................................................................................... 33
Part 3 District Administrator’s Guide ............................................................................................................35
User Roles and Responsibilities: ............................................................................................................. 35
Login........................................................................................................................................................35
CTE Program Budget Review-CTE Programs Submitted......................................................................... 36
CTE Program Budget Review – Line Item Budget ................................................................................... 37
CTE Program Budget List/Budget Submission......................................................................................... 38
CTE Budget Submission/Confirmation ..................................................................................................... 38
APPENDIX I. CTE Staffing Budget Worksheet ............................................................................................ 39
APPENDIX II. CTE Levy Quick Step Guide Sheet....................................................................................... 39
APPENDIX III. Career and Technical Education Program Code and UFARS Program Code ...................... 39
APPENDIX IV. CTE Levy Reporting Timeline.............................................................................................. 42
APPENDIX V. Career and Technical Education Contact Information .......................................................... 43
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Purpose
This manual is designed to assist school districts to meet data reporting requirements for career and
technical education programs as they access career and technical education levy revenue.
Minnesota Statute § 124D.4531 governs the career and technical education levy. Please note that
important changes to the levy formula were enacted by the 2013 legislature – effective in the 2014-15
school year (Fiscal Year 2015). MN Statute for Career and Technical Education Levy
124D.4531 CAREER AND TECHNICAL REVENUE.
Subdivision 1. Career and technical revenue.
(a) A district with a career and technical program approved under this section for the fiscal year in
which the levy is certified is eligible for career and technical revenue equal to 35 percent of approved
expenditures in the fiscal year in which the levy is certified for the following:
(1) salaries paid to essential, licensed personnel providing direct instructional services to students in
that fiscal year, including extended contracts, for services rendered in the district's approved career
and technical education programs, excluding salaries reimbursed by another school district under
clause (2);
(2) amounts paid to another Minnesota school district for salaries of essential, licensed personnel
providing direct instructional services to students in that fiscal year for services rendered in the
district's approved career and technical education programs;
(3) contracted services provided by a public or private agency other than a Minnesota school district
or cooperative center under chapter 123A or 136D;
(4) necessary travel between instructional sites by licensed career and technical education personnel;
(5) necessary travel by licensed career and technical education personnel for vocational student
organization activities held within the state for instructional purposes;
(6) curriculum development activities that are part of a five-year plan for improvement based on
program assessment;
(7) necessary travel by licensed career and technical education personnel for noncollegiate creditbearing professional development; and
(8) specialized vocational instructional supplies.
(b) The district must recognize the full amount of this levy as revenue for the fiscal year in which it is
certified.
(c) The amount of the revenue calculated under this subdivision may not exceed $17,850,000 for
taxes payable in 2012, $15,520,000 for taxes payable in 2013, and $20,657,000 for taxes payable in
2014.
(d) If the estimated revenue exceeds the amount in paragraph (c), the commissioner must reduce the
percentage in paragraph (a) until the estimated revenue no longer exceeds the limit in paragraph (c).
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Subd. 1a.Career and technical levy.
(a) For fiscal year 2014 only, a district may levy an amount not more than the product of its career and
technical revenue times the lesser of one or the ratio of its adjusted net tax capacity per adjusted pupil
unit in the fiscal year in which the levy is certified to the career and technical revenue equalizing
factor. The career and technical revenue equalizing factor for fiscal year 2014 equals $7,612.
(b) For fiscal year 2015 and later, a district may levy an amount not more than the product of its
career and technical revenue times the lesser of one or the ratio of its adjusted net tax capacity per
adjusted pupil unit in the fiscal year in which the levy is certified to the career and technical revenue
equalizing factor. The career and technical revenue equalizing factor for fiscal year 2015 and later
equals $7,612.
Subd. 1b.Career and technical aid.
For fiscal year 2014 and later, a district's career and technical aid equals its career and technical
revenue less its career and technical levy. If the district levy is less than the permitted levy, the
district's career and technical aid shall be reduced proportionately.
Subd. 2.Allocation from cooperative centers and intermediate districts.
For purposes of this section, a cooperative center or an intermediate district must allocate its
approved expenditures for career and technical education programs among participating districts.
Subd. 3.Revenue guarantee.
Notwithstanding subdivision 1, paragraph (a), the career and technical education revenue for a district
is not less than the lesser of:
(1) the district's career and technical education revenue for the previous fiscal year; or
(2) 100 percent of the approved expenditures for career and technical programs included in
subdivision 1, paragraph (a), for the fiscal year in which the levy is certified.
Subd. 3a.Revenue adjustments.
Notwithstanding subdivisions 1, 1a, and 3, for taxes payable in 2012 to 2014 only, the department
must calculate the career and technical revenue for each district according to Minnesota Statutes
2010, section 124D.4531, and adjust the revenue for each district proportionately to meet the
statewide revenue target under subdivision 1, paragraph (c). For purposes of calculating the revenue
guarantee under subdivision 3, the career and technical education revenue for the previous fiscal year
is the revenue according to Minnesota Statutes 2010, section 124D.4531, before adjustments to meet
the statewide revenue target.
Subd. 4.District reports.
Each district or cooperative center must report data to the department for all career and technical
education programs as required by the department to implement the career and technical revenue
formula.
Subd. 5. Allocation from districts participating in agreements for secondary education or
interdistrict cooperation.
For purposes of this section, a district with a career and technical program approved under this
section that participates in an agreement under section 123A.30 or 123A.32 must allocate its revenue
authority under this section among participating districts.
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Minnesota Revisor Rule 3505.1000
Subp. 4a.Career and technical education.
"Career and technical education" means organized educational programs, services, and activities
which are related to the preparation of individuals for paid or unpaid work or for additional preparation
for a career requiring technical competencies or a postsecondary or higher education advanced
degree.
Subp. 4b.Career and technical instructional program.
"Career and technical instructional program" means an educational activity or a series of instructional
components designed to meet the program objectives for the period of instruction.
Subp. 4c.Career and technical program advisory committee.
"Career and technical program advisory committee" means a group of persons with competence or
interests in an occupational field related to the program being served, selected for offering advice to
teachers or administrators regarding career and technical education. At least 50 percent of the
members shall be representatives of a directly related business, labor, or industry.
Subp. 31.Secondary career and technical education.
"Secondary career and technical education" means programs for grades 9 through 12 that meet the
requirements of part 3505.2500, items A to C, and work experience/career exploration programs.
3505.2500 INSTRUCTIONAL PROGRAM APPROVAL.
The commissioner of education shall approve programs on the following basis. Approval shall be on
the basis of a complete program as defined in part 3505.2550. The local education agency shall
provide evidence that its curriculum is designed to meet career and technical objectives which shall
include:
A. In-depth exploration of occupations to assist in the career planning process;
B. Development of occupational competencies designed to be recognized for advanced placement in
postsecondary programs; and
C. Development of occupational competencies necessary to enter an occupation.
Each program shall have a career and technical program advisory committee to advise the teacher,
the local authorized administrator, and the local board; the advisory committee shall meet at least two
times a year.
For information regarding Career and Technical Education program approval, refer to the career and
technical education section of the MDE website: Minnesota Department of Education Website Career and Technical Education or contact program staff listed in Appendix V of this manual. A list of
all career and technical education programs that may be approved appears in Appendix III.
Regular career and technical education expenditures should be reported through UFARS as follows:
Fund
Program
Finance
Object
Course
01
301 through 399, 610
830
140, 143, 185, 305, 365, 366, 394, 369, 433, 490
Not Required
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UFARS PROGRAM DIMENSIONS
Appropriate expenditures under the career and technical levy are limited to those reported using the
following UFARS Program Codes:
301 Agriculture Education
Courses providing learning experiences concerned with developing knowledge, understanding and
skills in agricultural subjects. Report agricultural education programs for students prior to grade 9 or
for which there is no state approval under Program Dimension 211.
311 Distributive Education (Marketing)
Courses and learning experiences pertaining to employment that directs the flow of goods and
services from the producer to the consumer. Emphasis is on the development of attitudes, skills and
understanding related to marketing, merchandising and management. Report distributive education
programs for students prior to grade 9 or for which there is no state approval under Program
Dimension 215.
321 Health Occupations Education
Courses and learning experiences designed to develop knowledge and skills required in the
supportive services to the health professions. Instruction is organized to prepare pupils for assisting
qualified personnel in providing diagnostic, therapeutic, preventive, restorative and rehabilitative
services. Includes care and health services to patients. Report health occupations programs for
students prior to grade 9 or for which there is no state approval under Program Dimension 240 or 211.
331 Personal Family Living Science (In-Home) – Family and Consumer Sciences
Courses of instruction concerned with work in a home environment. Includes relationships among
family members and the managing of family resources. Report family and consumer sciences
programs for students prior to grade 9 or for which there is no state approval under Program
Dimension 250.
341 Business and Office Education
Courses of instruction in selected office or business occupations in public and private enterprises or
organizations. Report business programs for students prior to grade 9 or for which there is no state
approval under Program Dimension 215.
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351 Technical Education
The study of the underlying sciences and mathematics inherent in a technology, and the methods,
skills, materials and processes commonly used in a technology. A planned sequence of study leading
to extensive knowledge in a field of specialization is typical. Report technical education programs for
students prior to grade 9 or for which there is no state approval under Program Dimension 255.
361 Trade and Industrial Education
This program is involved in a wide range of trades and industrial occupations, both skilled and
semiskilled, and may involve apprenticeships. Report trade and industrial programs for students prior
to grade 9, general technology education programs, or programs for which there is no state approval
under Program Dimension 255.
365 Service Occupations/Occupational Home Economics
Courses of instruction in child care/guidance and education occupations, fashion and apparel, foods,
grooming, housing, and tourism occupations. Programs include instruction in safety, decisions in the
use of energy, self-concept, work attitudes and behaviors. Report service occupations programs for
students prior to grade 9 or for which there is no state approval under Program Dimension 250.
371 Related Subjects/Diversified and Interrelated Occupations
Related subjects include those which cannot be assigned to any of the above programs, as they serve
all programs (e.g. industrial communications). Diversified and interrelated occupations include
combinations of subject matter and learning experiences related to the performance of various skills in
a variety of career objectives. Emphasis is on the development of attitudes, skills, and understanding
related to the career objectives of the pupils. Report related education programs for students prior to
grade 9 or for which there is no state approval under Program Dimension 211.
380 Special Needs
Activities which serve handicapped, economically or academically disadvantaged pupils in career and
technical education. Includes both special programs and support services for pupils enrolled in a
regular career and technical program.
399 Career and Technical – General
Consists of all learning experiences related to career and technical education unable to be classified
to the specific programs defined above.
610 Curriculum Consultant And Development
Include professional and/or technical assistance in curriculum consultation and development. This
includes preparing and utilizing curriculum materials, training in the various techniques of stimulating
and motivating pupils, and instruction-related research and evaluation done by consultants.
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UFARS OBJECT CODES
Appropriate expenditures under the career and technical levy are limited to those reported using
the following UFARS Object Codes:
140 Licensed Classroom Teacher
Include salaries of appropriately licensed teaching personnel whose duties include direct student
instruction on a regular and systematic basis. Salary amounts in addition to the basic classroom
teaching salary should be recorded in Object Code 185, Other Salaries.
143 Licensed Instructional Support Personnel
Include salaries of all licensed auxiliary personnel supporting the teacher/student learning relationship
or assisting individual students. Technical tutors would be examples of licensed auxiliary personnel for
career and technical education programs.
185 Other Salary Payments
Include all stipend compensation which is hourly based or event-based not described above. Include
all compensation for employees which is beyond the basic contract, e.g. career and technical
education student organization advisor pay, extended year assignments, etc.
305 Consulting Fees/Fees For Services
Include expenditures for purchased services if not enumerated by other object codes in this series.
Services might include a guest speaker or community expert.
365 Interdepartmental Transportation Chargeback
Include expenditures incurred to reclassify the costs incurred by the district’s transportation
department in providing transportation services to the programs receiving their service. For career and
technical education, this is limited to staff travel. (Please refer to Object Code 365 in the UFARS
manual for additional information).
366 Travel, Conventions and Conferences
Include expenditures incurred for the cost of transportation, meals, hotel, registration fees, and other
expenditures associated with travel and attendance at conventions and conferences. It would also
include expenditures incurred for the costs associated with travel by licensed CTE staff between
instructional sites, and travel to community instructional sites (work sites for students involved in
supervised work-based learning activities. For career and technical education, this is limited to in-state
travel.
394 Payments for Educational Purposes to Other Agencies (Non-School Districts)
Include payments made for students to any other public or private agencies (other than school
districts) for contracted services, e.g. payments for career and technical education services purchased
from other educational agencies, special vocational assessment for learners with disabilities, etc.
396 Salary Purchased from Other Minnesota School District
Include payments made to other school districts for the salary of licensed teachers or related service
providers who are working in your district but employed by another district.
433 Supplies and Materials - Individualized Instruction
Include expenditures for individualized instructional supplies and materials that are unique to the
career and technical education program and are not common to the general operation of the school.
490 Food
Expenditures for all purchases of food for all uses excluding milk not used in the preparation of food.
Purchases of food for the food service program must be associated with Program Code 770, Food
Services. Purchases of food for instruction use should be associated with the appropriate CTE
program.
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Instruction Worksheets for the Development of Career and Technical
Education Budgets
Two worksheets are provided to assist districts in the preparation of budgets for calculation of career
and technical education levy authority. These are: Secondary Career and Technical Education
Staffing Worksheet (Appendix I) and Secondary Career and Technical Education Program Budget
Worksheet (Appendix II). It is recommended that a district complete these worksheets before
submitting budget or expenditure information on the Career and Technical Education (CTE) Levy
Recalculation Web-Based System. A district must submit an estimate of planned expenditures to
qualify for the Career and Technical Education Levy, even if the amount of that levy would be
based on a factor other than approved expenditures.
Secondary Career and Technical Education Staffing Worksheet
District Identification
District Number: The 4-digit district identifier, e.g. 0006 (South St. Paul)
District Type: The 2-digit type identifier, e.g. 01 (independent school district)
Program Identification Information
• Program Name: From the list in Appendix III. Be certain to include only programs for
which you have state approval and that are serving students in grades 9-12.
•
OE Program Code: The 6-digit occupational education code for your state-approved
program from the list in Appendix III.
•
UFARS Program Code: The 3-digit UFARS Program Code that corresponds to the OE
Code from the table in Appendix III.
Program Staffing Information
• Name of staff member: Name of the individual providing direct instructional services in
this program. This name should match the entry in the state’s Teacher Licensing
database (see Minnesota Department of Education Website link to Teacher Licensure)
•
Check one: Teacher/Technical Tutor: Identify whether the named staff member is a
teacher or a licensed technical tutor within the program. You will note the
Paraprofessional is included on the drop down list in the system but it is not allowable
and will soon be removed. Please do not use.
•
File Folder Number: The 6-digit file folder number from the Teacher Licensing
database.
•
Base Salary: The base salary for the individual from the district’s master agreement.
Do not include benefits, salary for extended time, or salary for additional assignments.
Benefits are not an allowable expense for the calculation of a district’s career and
technical levy. Extended time and some additional assignments would be included as
additional salary below.
•
Assigned hours per day: List the assigned instructional hours per day including all
teaching assignments (both within the career and technical program and other teaching
or non-teaching assignments) and preparation time. Do not list hours for after-school
time or extended activities.
•
Assigned hours within this program: List the instructional hours assigned to this
program. Do not list preparation time, instruction in other programs, or other duty
assignments (supervision, etc.).
10
•
Assigned hours for teacher preparation per day: List the amount of preparation time
assigned each day for all assignments, both within the program and otherwise. The
allowable preparation expense for this program will be calculated as the ratio of
(assigned hours within the program) divided by (assigned hours per day minus
preparation time) times (preparation hours).
•
Extended days: List the number of days beyond the full teacher contract for which the
teacher is hired to provide service for this program. Extended days are generally
allowed for work-based learning coordinators to establish worksite agreements or for
laboratory instructors to prepare their laboratories for instruction at the beginning of the
year.
•
Extended salary: List the salary for extended days appropriate for this program.
•
Student Organization Advisor Salary: List any salary addition paid for advising career
and technical student organization activities.
•
Salary for additional assignments: List any salary for other additional assignments
associated with this program and describe the additional assignment. Do not list
salaries that are general in nature (e.g. department head, general supervisory
responsibilities, etc.) or salaries for curriculum development. Curriculum development
salaries should be reported as an expense under program code 610 and only when
associated with an approved 5-year curriculum development plan.
Secondary Career and Technical Education Program Budget Worksheet
District Identification
District Number: The 4-digit district identifier, e.g. 0006 (South St. Paul)
District Type: The 2-digit type identifier, e.g. 01 (independent school district)
Program Identification Information
Program Name: From the list in Appendix III. Be certain to include only programs for which you have
state approval and that are serving students in grades 9-12.
OE Program Code: The 6-digit occupational education code for your state-approved program from
the list in Appendix III.
UFARS Program Code: The 3-digit UFARS Program Code that corresponds to the OE Code from
the table in Appendix III.
Program Budget Information
Object Codes 140, 143 and 185: See separate Secondary Career and Technical Education Staffing
Worksheet
Object Codes 365/366: Identify the budgeted amounts for staff travel associated with the program.
Allowable travel expenditures may occur as four types:
1.
Travel between instructional sites: Include travel by licensed career and technical
education teachers for teaching assignments between one or more sites during the school
day. Travel may be between multiple instructional sites within a district or to community
instructional sites, most commonly worksites of students participating in work-based learning
programs. Do not include travel to get supplies or materials for a program or for other activities
not associated with direct instruction.
2. Interdepartmental transportation chargeback: Include expenditures incurred to reclassify
the costs incurred by the district’s transportation department in providing transportation
11
services to the programs receiving their service. This is limited to licensed staff travel. For
additional information please refer to Object Code 365 in the UFARS manual.
3. Professional development: Include travel for professional development activities that do
not grant collegiate credit for participation. Include mileage, registration, meals, lodging and
other usual expenses associated with non-collegiate professional development. Do not include
the costs of texts or materials that become the property of the instructor.
4. Student organization activities: Include travel expenses associated with instructor
participation at in-state activities of career and technical student organizations that enhance
learning. Include mileage (if not transporting students), registration, meals, lodging and other
usual expenses associated with supervision of in-state career and technical student
organization activities. Do not include student expenses or student transportation. Do not
include mileage for social functions that do not have an instructional component. Do not
include costs associated with student organization activities occurring out of the state.
Object Code 305/394/396: Identify contracted services that supplement instruction and have been
approved by the state. Services supported under these contracts must be provided by a public or
private agency other than a Minnesota school district or cooperative center and must enhance
instruction. Such contracts might include:
a. Contracts or honoraria for guest speakers or supplementary instruction
providers who do not replace the instructor for the time spent in instruction.
b. Educational services that prepare students for competitive employment or
postsecondary career and technical education participation if not supported by
another funding stream.
c. Contracted mentoring relationships between appropriately licensed career and
technical education teachers and college faculty necessary under a formal
concurrent enrollment arrangement.
Do not include expenses for student participation under the postsecondary enrollment options
program (PSEO) or for the costs of certification exams, advanced placement tests or other activities
that provide a direct transferable benefit to individual students.
A copy of a contract between the school district and the provider must be submitted to the state for
approval of contracted services under the CTE levy.
Object Code 433/490: Include the costs of specialized instructional supplies necessary for the
operation of the program. Individualized instructional supplies and materials are those that are unique
to the career and technical education program and not common to the general operation of the school
or other educational programs within the school. Include items that are unique to the program (e.g.
welding rods for a welding program, printer cartridges for a business education program where such
use exceeds that of most educational programs). Do not include general supplies (paper, markers,
etc.). Do not include supplies whose cost will be recovered by resale (e.g. construction materials for a
student-produced home, supplies for a food preparation program where products are sold to the
student body or general public).
Program Code 610: Curriculum development expenditures may be approved if part of a 5-year plan
for curriculum improvement approved by the department. The five year plan must be submitted to the
department for approval. Amendments are required if the plan or time lines deviate from the approved
plan. The plan must identify a formal process involving teachers, administrators, business and
industry, and the community. North Central evaluation, Career and Technical Education evaluation, or
other evaluation process may be used. Expenditures must be used to develop a career and technical
education (CTE) curriculum and may include curriculum writing time and non-instructional activities
(curriculum consultation, evaluations, meetings, preparation time, and expenses) by a licensed CTE
teacher. Do not include indirect costs such as heating, lighting and administrative expenses.
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Allocated Costs from Cooperative Districts
Cooperative and intermediate school districts must complete career and technical education budgets
but, because they have no direct levy authority, must allocate costs to participating districts for the
purpose of levy calculation. Allocation must be on the basis of participation or other agreed-upon
method. The cooperative district is responsible for identifying a per-district percentage allocation so
that appropriate levy calculation may occur. The percentage allocation is rounded to two digits, and
must total 100%. A district receiving levy revenue on the basis of this calculation must forward that
revenue to the cooperative district. For the purpose of levy calculation, cooperative districts must
identify expenditures on the same basis as independent school districts.
Part 1 MDE Secure Login
Standard CTE Levy System User’s Guide
User Roles and Responsibilities:
•
A User can register for access to a specific MDE Application as a new registrant. (User
has never had a login or access to MDE password-protected Websites).
URL: Minnesota Department of Education website link to access electronic login
Registered Users can request access to the CTE Levy application – same URL as above.
•
User can access the Secure Login Welcome page for the CTE Levy application – same
URL as above.
•
User selects the district(s) they are responsible for maintaining.
•
User accepts the privacy/confidentiality agreement.
•
User can reset a forgotten password (only if a Forgotten Password Retrieval Question
and Forgotten Password Retrieval Answer was provided during initial registration
setup.)
•
User can change their password.
•
User can update their contact information.
13
Directions for a New User (Unregistered for an MDE Password-Protected Website)
MDE Secure Login Welcome Page
If you have not previously registered for an MDE password-protected website, follow the
Instructions below:
1. On the Secure Login Welcome page, go to the third section under the heading bar: New user? and
select the click here link. This link will start the registration process by first displaying the Site User
Authorization Agreement and then the User Profile Entry page.
MDE Secure Login – User Authorization Agreement Page
2. Read the User Authorization Agreement and select I Accept to continue the registration process.
Note: If you decide not to register with MDE at this time, click the I Decline and then close your
browser.
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User Registration Profile Page
3. Enter the following information on the User Registration Profile Page:
•
First Name
•
Last Name
•
Full Name (this box will fill in from your first and last name)
•
Email
•
Phone
•
User ID (Minimum 8 characters)
•
Password (Minimum 8 characters with at least 1 Capital letter; case sensitive)
•
Re-enter Password
•
Password Retrieval Question
•
Password Retrieval Answer
Note: It is very important to enter a forgotten password retrieval question and retrieval answer.
MDE staff does not have access to passwords. If you do not enter a password retrieval question
and retrieval answer, there is no way to re-set a password if it is forgotten.
4. Select the Save button on the bottom of the screen.
15
User Registration Profile Complete Page
5. The Profile Complete Confirmation page will display. Click the Request Application
Access button on the bottom of the screen.
User Registration Website Access Request Page
6. Select the Role of CTE District User, CTE MDE User (MDE only), CTE District
Administrator or CTE Finance User (MDE only) by clicking on the radial button next to
the appropriate role and select the Submit button.
Note: The CTE District User is the person who will enter the budget and expenditure data into
the system. It is strongly recommended that this person be the Business Manager or Designee.
The CTE District Administrator is the superintendent or designee. The MDE User and Finance
Users are internal to MDE.
16
MDE Secure Login –User Request Access - Select District(s)
7. Select the District (from the left box) that you are responsible for by clicking on the district to
highlight it.
8. Select the top right-pointing Double Arrow Selection button between the two boxes to move the
district to the selection box on the right.
9. If you are a District User responsible for more than one district, continue selecting districts as in
the steps above and when finished, click the Submit button. The District Administrator must
have a separate user id and password for each district for which they are responsible.
Note: If you have selected a district that should not be in the selection group box, select the district to
highlight it and use the left-pointing Double Arrow Selection button between the two boxes to
remove the district from the selected districts box.
If more than one district should be removed from the selection box, click the Reset button at the
bottom of the page to start over.
Application Request Confirmation Page
10. A confirmation page confirms that the request for access to the CTE Budget application was
successful. Close out your browser. You will receive an email notification within 24 hours of your
request.
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Directions for Users with access to other MDE password-protected websites
MDE Secure Login Welcome Page
Directions for a Forgotten Password
MDE Secure Login Welcome Page
1. Under the second section on the Welcome screen Forgot your Password? select the click here
link. Forgot your log in or password to the CTE levy MDE Link
18
Forgotten Password User ID Page
2. Type your User ID in the box and select the Submit button.
3. Type the answer to your Challenge Question in the Password Retrieval Answer box. The answer
needs to match the original answer you entered when registering with MDE for a user account. The
answer is case-sensitive.
4. Select the Submit button.
5. Enter a new password in the Enter new password box and retype it in the Retype password box.
6. Select the Save button. You will receive a confirmation that your password has been changed.
7. Select the Back button to return to the Log in page.
19
Directions for User to Update Profile Information or Change Password
MDE Secure Login Welcome Page
1. Under the fourth section heading bar on the Welcome screen View your user account: click
on the click here link. This will take you to the User Profile Page where you can select Update
Profile or Change Password.
User Profile Page
2. Select the Update Profile button.
20
3. Make changes as necessary to your Name, Email Address or Phone Number.
4. Select the Save button to update the profile information.
Modify Profile Confirmation Page
5. A confirmation page is displayed confirming that the User information has been successfully
changed.
6. Click the OK button to return to the User Profile page.
21
Change Password
1. Select the Change Password button to change your current password.
Change Password/Enter New Password
2. Under the first section heading bar Your Existing Password: type your current
password in the Old Password entry box.
3. Type the new password in both the New Password box and the Re-enter New
Password box for validation purposes.
4. Click the Save button at the bottom of the screen. You will receive a message
indicating that your password has been changed.
22
Select the Back button to go back to the Login page.
Part 2 District User’s Guide
CTE Levy Web-Based Reporting System
User Roles and Responsibilities:
The District User is the person who will enter all CTE Program Budget data. It is strongly
recommended that this person be someone in the Business Office. If this is not possible, it is VERY
IMPORTANT that the information is reviewed by the Business Office before it is submitted to the
Superintendent and/or MDE for approval. There should be only one District User identified per
district for the CTE Levy System.
5. User opens a browser window and accesses the URL Website for the CTE Levy Login
page and logs in using User ID and password.
6. User is able to access the CTE Levy Reporting System User’s Guide for information
about the web reporting system.
7. User reads the General Information for referral to resource information supporting the
CTE Levy system.
8. User reads the Announcements Page to obtain important information for the CTE Levy
system and MDE contact information.
9. User is able to select the appropriate district and fiscal cycle.
10. User is able to enter program budget/expenditure data for each approved CTE
program area.
11. User is able to submit each program budget to the superintendent or designee for
approval.
23
General Information/District Selection
1. After logging into the CTE Levy System application, the General Information/District
Information screen is displayed.
2. Select your district from the drop down list and ensure that all contact information is
filled in.
3. Select the Next button to go to the Program Budget page. This is where you will
select the fiscal year and approved CTE Program for which the budget and/or
expenditure data will be entered.
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Select Fiscal Year and CTE Program
4. Select the drop down box to select the appropriate fiscal year.
5. Select the drop down box to select the CTE Program.
6. After selecting both, select the Next button and the Cost Allocation to Other Districts screen is
displayed.
7. If no Cost Allocations to other districts – go to Classroom Support Tab after selecting NEXT button.
Cost Allocation to Other Districts
7. Cooperative and Intermediate Districts will enter the member district % breakdown for
each of their member districts. (ISD’s will not have this option and will be instructed to
select the Next button to continue.)
25
8. Select the District from the drop down list and enter their % allocation in the box to the
right.
9. Select the Add/Update button. The allocation will appear in a table under the first
section, Cost Allocations to Other Districts, after each entry is added.
10. Repeat these steps for each district you wish to add making sure they total 100%.
11. Select the Next button to start entering the budget data.
Note: On this screen the left navigation bar is displayed for the first time. However, it is best to
navigate through the system for the first time using the Next button. The General Information link is
the first link from which you selected your district. You should only need to go back to that link if you
need to change the district for which you wish to report. The Program Selection link may be used
when you have completed the budget entry process for your first Program and you wish to select a
new Program.
26
Budget Entry Process – Classroom Support
Please read detailed steps below to clarify questions.
27
1. Enter in the proper licensure “active, “renewal” or “waiver” for the staff you are entering
information on correct Yes or No radial button for each of the first three entries.
2. Enter the File Folder # for each licensed staff serving in the selected CTE Program.
3. Select Teacher or Technical Tutor from the Area of Licensure drop down list. You will
note that Paraprofessional is included on the drop down list but it is not allowable and
will soon be removed. Please do not use.
4. Enter the additional information fields:
5. Base Salary: Enter the Actual salary - do not include fringe benefits or extended time
6. Hours per day: Include the total of teaching hours including prep time and other
student contact hours
7. Assigned Hours in this Program Per Day - ONLY include the hours per day in teaching
this CTE Program.
8. Assigned Hours for Teacher Preparation Per Day – The total hours assigned for prep
for the full day. The system will calculate the amount of prep time to be allocated to the
CTE program.
9. Extended Days – Enter days assigned beyond the regular teaching contract
10. Extended Salary – Enter the additional salary beyond the regular school year.
Select the Add/Update button after each entry to add a new staff person. Each time you
Add/Update an entry, the staff person will be added to a table that will appear under Section
One, Classroom Support.
11. If any Travel or Contracted Services add those on the Approved Expense Amount.
12. Select “SAVE”
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13. If you have contracted services complete the Contracted Services detailed information.
Budget Entry Process – Contracted Services
1. Enter Contracted Services data in the space provided, beginning with the Contractor
ID#. Use the Tab key to move through the fields.
2. Select the Add/Update button after each entry. Each time you Add/Update an entry,
the entry is added to a table that will appear under the first section, Contracted
Services.
Note: For each Contracted Service request you must attach a copy of the contract using the
General Attachments link on the left navigation bar.
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30
5-Year Curriculum Plan
1. Enter the data in each of the fields in the format identified, and complete the checklist.
2. Attach the 5 yr. plan or amendment, as applicable. It is only necessary to complete the
5 year curriculum plan if you are reporting expenditures for program code "610" on the
budget information page.
3. Select the Next button to go to the Budget Information page that displays the
summary of the Program budget by object code.
31
CTE Programs – Additional Classroom Support
Enter each additional CTE Program and continue with CLASSROOM SUPPORT FOR EACH
TEACHER FOR EACH PROGRAM AREA.
When all CTE Approved Programs and actual budgets have been entered, continue with the final step
of Expenditure Entry Process for the Administrator to approve it.
Budget Entry Process – Budget Summary
You will note that the fields have been populated with a summary of the data previously entered.
1. Select the Save button to save the Program budget.
2. Once you are certain that your Program budget is final and you are ready to submit to
the District Administrator for review, select the Submit Budget link on the left
navigation bar and the Submit Budget/Expense screen will display.
Note: You must select the Save button before trying to Submit Budget/Expense.
32
Budget Entry Process – Submit Budget/Expense
3. Select the Submit Budget button to submit to the District Administrator for approval.
Once the budget is submitted the screen will appear with a notification to indicate that
the “Budget is submitted successfully.”
4. Once all CTE Program budgets have been submitted, you should contact the District
Administrator to indicate that all CTE Program budgets have been submitted for their
approval. At that time, the District Administrator will log into the system to review,
approve and submit all of the CTE Program Budgets to MDE.
5. Expenditures will be reported through the Budget Information page on the left
navigation bar.
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If all information is entered, click the “Submit Expense” tab for the Administrator to approve.
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Part 3
District Administrator’s Guide
CTE Levy Web-Based Reporting System
User Roles and Responsibilities:
The District Administrator is the superintendent or designee, which, in some cases, may be the
Licensed CTE Administrator. There should be only one District Administrator identified per
district for the CTE Levy System.
1. User opens a browser window and accesses the URL Website for the CTE Levy
Login page and logs in using User ID and password. URL: Log into the CTE Levy
Website at the MDE
2. User is able to access the CTE Levy System User’s Guide for information about
the web reporting system.
3. User reads the General Information for referral to resource information
supporting the CTE Levy system.
4. User reads the Announcements Page to obtain important information for the CTE
Levy system and MDE contact information.
5. User is able to select the appropriate district and fiscal cycle.
6. User is able to review program budget/expenditure data for each approved CTE
Program area.
7. User is able to submit each CTE Program budget to MDE for approval.
Login
8. After signing on to the CTE Levy System application, the CTE Program Budget
Review screen is displayed.
35
CTE Program Budget Review-CTE Programs Submitted
9. This screen will show all of the approved CTE Program Budgets that have been
submitted by the District User for your approval.
10. Select the Program Budget Year from the drop down box and select the Submit
button. The list of Program budgets submitted by the District User for that year
will be displayed.
11. To review the budget breakdown for each individual Program, select the
Program Code that precedes the Program Name. This will display the line item
budget (for that Program), as submitted by the District User.
36
CTE Program Budget Review – Line Item Budget
12. After reviewing the Program Budget, select the Back Admin button to return to
the submitted Program Budget list.
Note: If you need to look at more detail on the Program Budget you may select the links
identified in the left navigation bar. However, if you do so, there is no easy way to get back
to the approved Program Budget list and you will have to sign out and sign back in. In
some cases the Back button on your browser may take you back to the list but is not
recommended because it may generate a system error. If that happens you will need to start
over at login.
37
CTE Program Budget List/Budget Submission
13. Follow the above steps for each Program budget that you wish to
review/approve.
14. Once ALL Program Budgets have been reviewed, select the Budget Approved
button to submit to MDE. It is very important to review ALL Program budgets
before you select the Budget Approved button. The Budget Approved button
should only be used one time.
CTE Budget Submission/Confirmation
15. After clicking on the Budget Approved button, you will receive a message on the
screen to indicate that the Budget is submitted to MDE for Review.
16. MDE staff will review all Program Budgets that are submitted and will notify
districts if there are questions or concerns.
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APPENDIX I. CTE Staffing Budget Worksheet
Secondary Career and Technical Education Staffing Budget Worksheet – please see attached
link to use this document. Secondary Career and Technical Education Staffing Budget
Worksheet
APPENDIX II. CTE Levy Quick Step Guide Sheet
FY 16 CTE Levy Quick Step Guide Sheet CTE Levy Quick Step Guide Sheet
APPENDIX III. Career and Technical Education Program Code and
UFARS Program Code
CTE Program
Code
000110
000670
000710
000745
000750
000755
UFARS
Program Code
030
371/380
380
371
380
380
000756
380
000790
001050
009090
009095
371/380
371
371
371
CTE Program
Local District Career and Technical Education Admin.
Career Accommodation Specialist
Career and Technical Education Evaluation
Work Experience – Disadvantaged
Work Experience – Handicapped
Work Experience/Career Exploration (WE/CEP)
Work Experience/Career Exploration (WE/CEP)
Disadvantaged
Technical Tutor
Employment Placement
Diversified Occupations
Diversified Youth Apprenticeships
Agriculture
CTE Program
Code
010001
010200
010300
010500
010600
019090
019095
019901
019910
UFARS
Program Code
301
301
301
301
301
301
301
301
301
CTE Program
Agricultural Exploration
Agribusiness Management
Agricultural Mechanics Technology
Horticulture and Landscaping Management
Forestry and Natural Resources Management
Agricultural Cooperative Work Experience
Agricultural Youth Apprenticeship
Agricultural Combined Program
Animal Science and Technology
Marketing
CTE Program
Code
040800
049090
049095
UFARS
Program Code
311
311
311
CTE Program
Marketing Occupations
Marketing Occupations
Marketing Youth Apprenticeship
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Health
CTE Program
Code
070101
070208
070300
070303
070907
079090
079095
UFARS
Program Code
321
321
321
321
321
321
321
CTE Program
Dental Assisting
Allied Health
Health Sciences and Technology Education
Nursing Services
Emergency Medical Services
Health occupations Co-Op Program
Health Occupations Youth Apprenticeship
Family and Consumer Sciences
CTE Program
Code
090101
UFARS
Program Code
331
CTE Program
Family and Consumer Science
Service Occupations
CTE Program
Code
090201
090204
090301
090401
099090
099095
UFARS
Program Code
365
365
365
365
365
365
CTE Program
Early Childhood, Guidance, and Education Careers
Creative Design Careers
Hospitality Service Careers
Law Enforcement Careers
FACS Service Occupations Co-Op Programs
FACS Service Occupations Youth Apprenticeship
Business
CTE Program
Code
140100
140120
140200
140710
149090
149095
UFARS
Program Code
341
341
341
341
341
341
CTE Program
Accounting
Banking and Finance
Data Processing Occupations
Administrative Support Occupations
Business and Office Cooperative Programs
Business Youth Apprenticeship
Trade and Industrial
CTE Program
Code
170100
170300
170301
170302
170303
170321
170322
170400
UFARS
Program Code
361
361
361
361
361
361
361
361
CTE Program
Air Conditioning, Heating and Refrigeration Service
Truck Driving
Auto Body Mechanics
Auto Mechanics
Vehicle Services Occupations
Metals/Fabrication Occupations
Auto/Truck Service and Repair
Aviation Occupations
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CTE Program
Code
170700
170900
170100
171016
171200
171300
171500
171502
171512
171710
171720
172302
172306
179090
179095
UFARS
Program Code
361
361
361
361
361
361
361
361
361
361
351
361
361
361
361
CTE Program
Commercial Art
Commercial Photography
Construction Occupations – General
Construction Occupations – Finishing
Truck/Diesel Mechanics
Drafting/CAD Occupations
Electronics
Communications Technology Occupations
Information Technology
Manufacturing Technology
Principles of Career and Technology Education
Machine Shop Occupations
Welding Occupations
Trade and Industrial Co-Op Programs
Trade and Industrial Youth Apprenticeship
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APPENDIX IV. CTE Levy Reporting Timeline
July 15, 2016 - Actual expenditures submitted for 2015-2016 school year
September 15, 2016 – Final date to submit actual expenses for 2015-2016
September 25, 2016 - Comparison reports generated
October 28, 2016 – CTE actual expenses and UFARS data are complete and matched
October 28, 2016 - Final UFARS data submitted
October 31, 2016 - Final Levy Adjustment determined for 2015-2016
April 15, 2017 – Anticipated Budget submitted for 2017-2018
July 15, 2017 - Actual expenditures submitted for previous fiscal year (2016-2017)
September 15, 2017 – Final date to submit actual expenses for 2016-2017
September 25, 2017 - Comparison reports generated
October 31, 2017 – CTE actual expenses and UFARS data are complete and matched
October 31, 2017 - Final UFARS data submitted
October 31, 2017 - Final Levy Adjustment determined for 2016-2017
Spring 2018 - Budget submitted for 2018-2019
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APPENDIX V. Career and Technical Education Contact Information
Paula Palmer, Director, Office of Career and College Success
651-582-8737, paula.palmer@state.mn.us
Michelle Kamenov, Supervisor Career Development and Technical Education
651-582-8434, michelle.kamenov@state.mn.us
Debra Blahosky, Office of Career and College Success, Administrative Support Staff
651-582-8334, debra.blahosky@state.mn.us
Kari-Ann Ediger, Program Improvement/Results Measurement
651-582-8269, Kari-Ann.Ediger@state.mn.us
Joel Larsen, Agriculture/Agribusiness
651-582-8396, joel.larsen@state.mn.us
Jean Kyle, Business and Marketing
651-582-8514, jean.kyle@state.mn.us
Michael Mitchell, Health Sciences/Service Occupations/Work-Based Learning
651-582-8513, michael.mitchell@state.mn.us
John Rapheal, Trade and Industrial/Technology Education
651-582-8682, john.v.rapheal@state.mn.us
Jennifer Norton, Office of Career and College Success, Administrative Support Staff
651-582-8333, Jennifer.norton@state.mn.us
April Schnell, Career Development/Work-Based Learning
651-582-8840, April.schnell@state.mn.us
Maxine Peterson, Family and Consumer Science Specialist
651-582-8421, Maxine.peterson@state.mn.us
43